THE UNIVERSITY OF BRITISH COLUMBIA. O-4: Governance of the College of Graduate Studies

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1 THE UNIVERSITY OF BRITISH COLUMBIA SENATE POLICY: O-4 OKANAGAN SENATE c/o Enrolment Services University Centre UBC Okanagan Campus Number & Title: O-4: Governance of the College of Graduate Studies Effective Date: 1 July 2010 Approval Date: 19 May 2010 Review Date: This policy shall be reviewed five (5) years after approval and thereafter as deemed necessary by the Responsible Committee. Responsible Committee: Academic Policy Authority: University Act, S. 37(1) The academic governance of the university is vested in the senate and it has the following powers: (i) to recommend to the board the establishment or discontinuance of any faculty, department, course of instruction, chair, fellowship, scholarship, exhibition, bursary or prize; (p) to deal with all matters reported by the faculties, affecting their respective departments or divisions; S. 47(2) A university must, so far as and to the full extent that its resources from time to time permit, do all of the following: 1

2 (a) establish and maintain colleges, schools, institutes, faculties, departments, chairs and courses of instruction; (f) generally, promote and carry on the work of a university in all its branches, through the cooperative effort of the board, senate and other constituent parts of the university. Purpose and Goals: This policy is designed to: 1) Provide direction to the College of Graduate Studies and the faculties on the structure and responsibilities of the College of Graduate Studies; 2) Set out regulations for faculty membership in the College of Graduate Studies; and 3) Set out the membership, structure, and responsibilities of the Graduate Council. Applicability: This policy is applicable to all graduate courses of study and courses of instruction at UBC Okanagan. Exclusions: Senate and the Board may, by resolution, declare the College of Graduate Studies to not be responsible for a graduate course of study and thus have all aspects of that course of study s administration be the responsibility of its awarding faculty. Definitions: For the purposes of this policy and in all other policies in which they are not otherwise defined: - College of Graduate Studies or College means the coordinating body for graduate education at UBC Okanagan established by the Senate and Board. - Course of instruction means a credit course offered by the University at its UBC Okanagan campus. - Course of study means an academic degree, diploma, or certificate program or other activity resulting in an academic credential from the University granted at its UBC Okanagan campus. 2

3 - Graduate Council means the governance body established under this policy for the government, direction and management of the College of Graduate Studies and its affairs and business. Policy: 1) The College of Graduate Studies shall coordinate between the faculties graduate educational matters as set out in the appendix to this policy. 2) The College of Graduate Studies shall administer the Interdisciplinary Graduate Program on behalf of those faculties participating as if it were a faculty, provided that any student registered in this program shall be formally registered in the faculty of their primary supervisor. 3) Membership in the College of Graduate Studies a. The College of Graduate Studies shall consist of the President, the Deputy Vice-Chancellor, the Provost, the Dean of the College of Graduate Studies, Deans of Faculties and appropriately qualified members of the faculty from UBC Okanagan as set out in Sub-Sections 3 (b) and (c) of this policy. b. Members of the College of Graduate Studies include all tenured or tenure-track (including grant tenured or grant tenuretrack) faculty members holding the rank of Assistant Professor, Associate Professor, or Professor approved by their faculty for membership in the College. c. Members of the College of Graduate Studies may continue as members upon retirement, provided they are approved by their faculty for membership in the College and continue to meet the criteria established by their graduate program for membership in the College. Membership notwithstanding, a retired faculty member may supervise or co-supervise graduate students as provided for by their faculty. d. The Responsible Committee shall establish and revise procedures under this policy for the administration of membership in the College of Graduate Studies, including procedures for appealing a faculty decision to not approve membership or to suspend or cancel membership in the College. 3

4 e. In establishing or revising a procedure under Sub-Section 3 (d) of this policy, the Responsible Committee shall consult with the faculties and all senior academic administrators at UBC Okanagan. f. Except for as set out in Sub-Section 3 (c) and this sub-section, only members of the College of Graduate Studies may supervise graduate students or chair examining committees: i. Other appropriately qualified individuals (e.g., clinical professors, adjunct professors, senior instructors, visiting professors, or UBC Vancouver faculty) who are actively engaged in research and experienced with graduate education may be approved by the Dean of the College of Graduate Studies, upon the recommendation of their Head, Director or Dean to supervise or cosupervise master s and doctoral students and/or serve on doctoral student supervisory committees provided they meet criteria set by the College. These individuals are not members of the College. ii. Individuals from outside the University may serve on supervisory committees or as secondary co-supervisors on the recommendation of the faculty and the approval of the Dean of the College of Graduate Studies. These individuals are not members of the College. iii. In the case of co-supervision by an individual who is not a member of the College of Graduate Studies, a member of the College must serve as the primary supervisor. 4) Teaching of graduate courses of instruction is the responsibility of the faculties. 5) The Graduate Council a. Membership and Terms of Office i. The Graduate Council s voting membership is as follows: 1. Dean of the College of Graduate Studies; 2. President; 3. Deputy Vice-Chancellor; 4. University Librarian or his or her designate; 5. Provost; 6. Associate Vice-President, Learning Services; 4

5 7. Deans of Faculties or his or her designate; 8. Director of Interdisciplinary Graduate Studies; 9. Nineteen (19) Faculty members, apportioned as follows: a. Eight (8) from the Faculty of Arts & Sciences; b. Three (3) each from the faculties of Applied Science and Creative & Critical Studies; c. Two (2) each from the faculties of Education and Health & Social Development; and d. One (1) from the Faculty of Management. 10. Student members, apportioned as follows provided that no more than one student may be registered in each faculty: a. Two (2) doctoral students elected by and from the doctoral students; and b. Two (2) master s students elected by and from the master s students. ii. The Registrar or his or her designate and the Director of Graduate Administration shall be non-voting members of the Graduate Council. iii. Faculty members serving under Section 5 (a)(i)(9) shall be appointed in a manner specified and under such terms and further apportionments as decided upon by their respective faculties. iv. The apportionment of faculty members under Section 5 (a)(i)(9) shall be reviewed by the responsible committee every triennium, such a review shall be in consultation with the Graduate Council and the faculties and take into consideration the distribution of graduate students and faculty members across the faculties. v. Student members serving under Section 5 (a)(i)(10) shall be elected for two (2) year terms and thereafter until replaced provided they remain registered as graduate students. vi. The seat of an elected or appointed member shall be declared vacant should that member fail to attend three consecutive regularly-scheduled meeting of the Graduate Council without leave having been granted by the Graduate Council. 5

6 b. Terms of Reference i. Subject to approval by the Senate and to this policy, the Graduate Council shall be responsible for the government, direction and management of the College of Graduate Studies and its affairs and business. ii. Without limiting the generality of Section 1 or Sub-Section 5 (b)(i), the Graduate Council shall be responsible for: 1. reviewing graduate-level courses of instruction and courses of study for academic quality and to make recommendations thereon to the appropriate committees of Senate; 2. assuring uniformity of practices and standards for master s and doctoral theses defense oral examinations; 3. Establishing and revising standards for graduatelevel theses and comprehensive examinations; 4. Establishing and revising standards for the admission to candidacy of doctoral students; 5. Establishing and revising processes for determining admissibility to graduate courses of study. 6. Establishing and revising processes for determining eligibility to graduate from graduate courses of study. 7. Reviewing recommendations resulting from academic reviews of graduate courses of study and making recommendations thereon to the Dean of the College, the faculties, Senate, or others as appropriate; 8. Recommending the standards, criteria and terms of graduate scholarships and awards to the Board and Senate, and approving the granting of College of Graduate Studies-administered scholarships and awards to their recommended recipients; and 9. Recommending procedures under this policy to the Responsible Committee. 6

7 10. Establishing necessary standing and ad-hoc committees of the Graduate Council, setting out their compositions and terms of reference, and delegating to such committees such powers of the Graduate Council as the Graduate Council sees fit except for the power to further delegate. c. Meetings of the Graduate Council i. Regular meetings of the Graduate Council shall occur monthly, with the time and location for such meetings to be set by the Dean of the College of Graduate Studies for each year prior to the start of term 1 of each Winter Session and notice of such being given at that time to each member of the Graduate Council. ii. Extraordinary meetings may be called by the Dean of the College of Graduate Studies provided that five (5) days notice is given to members of the Graduate Council and must be called by the dean upon receipt of a petition to that effect signed by a quorum of the Graduate Council. iii. A quorum of the Graduate Council shall be ten (10) voting members. iv. The agenda for each regular and extraordinary meetings of the Graduate Council shall be circulated at least two (2) days prior to the meeting. v. The Graduate Council shall set such deadlines for submission of agenda items for regular and extraordinary meetings as it sees fit. Calendar Statement: The College of Graduate Studies works in conjunction with departments, academic units, schools, and faculties to coordinate and maintain the quality of master's and doctoral programs at UBC Okanagan. For more information on the responsibilities of the College, please see policy O-4: Governance of the College of Graduate Studies at URL. 7

8 The College of Graduate Studies is responsible for the UBC Okanagan Interdisciplinary Graduate Studies program. Details of this, as well as graduate programs which operate within affiliated faculties, are provided at College of Graduate Studies. Consultations: The following groups have been consulted during the development of this policy: Dean of the College of Graduate Studies History: This is the second version of this policy. The first version of 28 April 2010 contained a different apportionment of faculty members on the Graduate Council specified in Section 5 (a). Related Policies: None at this time. Appendix: Coordination of Responsibilities for Graduate Education Matters GRADUATE STUDIES Student Recruitment Promote graduate studies programs for UBC Okanagan; assist general advertising initiatives Maintain a web page for general information regarding available programs, application and admission standards, funding, etc. Outreach efforts to attract best students Admissions, Re-Admission, & Transfer Receive, screen, sort, and process applications (follow up with missing items; make application materials available to programs; maintain files; track progress; remind program advisors of deadlines and deliverables) Ensure general policies and regulations are adhered to (TOEFL criteria, average FACULTIES* Develop promotional materials for programs Advertise and market programs Outreach efforts to attract best students Review applications and make decisions regarding preferred candidates for admission, re-admission, & transfer Quality assessment, prerequisite assessment, evaluation of referee letters, 8

9 calculations, transcript interpretation, assessment of credentials, fraud detection) Manage application fee payments Send letters of acceptance and decline to students (a copy of each letter is sent to the program coordinator and to the supervisor), send funding letters for students in collaboration with the disciplinary faculty Maintain contact with admitted students and forward orientation information Manage and approve exception requests/extraordinary circumstances (in collaboration with the program and discipline faculty dean) Student Financial Assistance Endowment development Develop and administer all financial aid instruments (scholarships, fellowships,) that are external or campus /universitywide, and are not employment related: 1. instruction in process 2. vetting of applications for competition 3. creating and managing the selection committees 4. notifying applicants 5. liaison function with UBC Vancouver s Faculty of Graduate Studies a. allocation of applicants for UBC Okanagan in major competitions b. monitoring UBC-wide opportunities Liaise and coordinate with programs regarding discipline-specific opportunities, especially as regards government requirements/limitations on scholarships Student Progress Within Programs Student Orientation (i.e. Welcome to Grad School ) Workshops (communication of University processes, professional development, ethics, funding, etc.) etc., as well as general due diligence (e.g., phone interviews of foreign candidates to check language skills) Confirm faculty-level funding details for funding letter Maintain contact with admitted students and forward faculty or program-specific information kits (e.g., Surviving Grad School ) Request exceptions Endowment development Manage Teaching and Research Assistant opportunities in collaboration with each Faculty s Dean s Office (maintain strict adherence to work-related guidelines and union regulations, etc.) Develop program-specific guidelines on overall financial packages for students (for competitiveness)* Student Orientation (Welcome to the Program and to the Department/Unit) Workshops (Teaching Assistant training, Research protocols, Getting a Job, Professionalization) 9

10 Maintain files on student milestones (master checklist with supplementary forms and signatures) and appropriate sanctions Monitor compliance with Senate approved timelines Approve and track leave of absence and extension of maximum time in-program requests in collaboration with Programs Administer withdrawal/dismissal requests Management of appeals (exemptions from the rules; resolution of conflicts relating to program; grades) Management of academic misconduct cases of students Maintain files on supervisors, cosupervisors, and appointments to supervisory committees On the recommendation of faculties, approve supervisors, co-supervisors, and appointments to supervisory committees as required and in accordance with Senate policies. Appoint chairs, internal (non-supervisory) members, and external members of thesis examining committees Review and approve thesis examination results Final approval of thesis/abstracts for uploading to circle. Convocation audits and recommend students to the Senate for graduation (As such, the graduate dean signs parchments) Foster and develop Graduate Culture & Community across faculties Program Development Facilitate proposal development Develop infrastructure to support student research and learning and provide adequate office and laboratory space Develop mechanisms to keep track of student progress and to conduct effective advising (e.g., completion of course requirements, meeting critical timelines)* Recommend leaves of absence and extensions. Initiate withdrawal/dismissal requests Approve and appoint faculty members to committees as required and in accordance with Senate policies Recommend faculty members to committees following Senate regulations* Recommend internal (non-supervisory) members and external examiners of thesis examining committees to Graduate Studies for approval Foster and develop Graduate Culture & Community within the faculty and with other faculties Develop a comprehensive proposal including 5-year growth model and realistic budget projections, as well as Education Plan that demonstrates feasibility of graduate program 10

11 Provide interim proposal review and feedback Provide consultation to the Faculty regarding program viability Coordinate with GS during program development* Consult with Faculty Dean s Office Undertake thorough market analysis regarding need and viability of the proposed program Secure consultation reports Review final program proposals for completeness, graduate program level and adherence to UBC Okanagan regulations and standards, and make recommendations to Senate or its committees thereon in a timely fashion. Review course proposals for completeness, graduate program level, and adherence to UBC Okanagan regulations and standards and make recommendations to Senate or its committees thereon. Undertake realistic assessment of faculty strengths and overall prospects for delivering a robust graduate experience for students Faculty to deliver final proposal to the Curriculum Committee of Senate NOTE: for new-to-ubc proposals, there is also a government (Ministry) process, which should move in parallel but NOT in advance of internal approvals. Develop new courses Course approval Program Administration Propose Guidelines, Rules, and Regulations that govern graduate programs at UBC Okanagan Develop standardized metrics to track quality and effectiveness of UBC Okanagan graduate programs including conducting student satisfaction surveys. Develop annual reporting requirements for programs Propose Guidelines, Rules, and Regulations that govern graduate programs at UBC Okanagan Develop strategies for best learning outcomes, student satisfaction, short time to completion, and retention Monitor and ensure quality outcomes for every student by performing annual assessments of student progress (in conjunction with supervisors) Monitor and track effectiveness of various elements of the program 11

12 Coordinate periodic program reviews (e.g., 5 years) in collaboration with the Faculty Deans and the Provost (should involve external review team) Make recommendations to Senate regarding discontinuance of programs Recommend to Senate requirements and expectations regarding policy and procedures for graduate studies. Maintain files of program procedures Program Delivery External and internal relations Liaise with the Faculty of Graduate Studies in Vancouver and other administrative bodies (e.g., Registrar) with respect to general graduate studies policies and procedures Maintain external relations with national and international graduate studies bodies Approve all transfer credits Approve external members of thesis and examination committees Academic discipline Develop mechanisms and programs to support ethical and professional academic conduct Course assignments Develop the education plan for the program Develop procedures for program delivery including: expense reimbursements, etc. Recommend transfer credits Recommend external members of thesis and examination committees Develop policies and procedures to ensure ethical and professional academic conduct * Faculties in these references shall be taken to include the Interdisciplinary Graduate Studies Program for the purposes of the administration of that program. 12